Purchases

Purchases is your buying log. Record each store order once. Then move it through a few steps until the goods reach Amazon. The page has three tabs: Purchase Orders, Write-offs, and Import from Amazon.

The receipts headline

The big number is Units received: units that arrived, out of all units ordered. Under it is the money still tied up in units not yet in. When every unit is in, it says “Everything ordered has arrived”. Before your first order, it says “Nothing ordered yet”. The figures count every purchase, not only the rows on screen.

Units received headline showing units in, units ordered, and money outstanding — Units received, with the money still outstanding

Record a purchase

You record a purchase from prospects in your Vault. A prospect is a product you saved with its ASIN and buy cost.

Open the sheet

Click Record Purchase. A side panel opens with two steps: Pick and Costs.

Pick products

Tick the prospects you bought. Search by ASIN, title, or brand. For a product not in your Vault, use Quick add ASIN. Type its ASIN and buy cost, then click the plus button. Then click Next.

Enter costs

Set the quantity and cost for each line. Type the cost per unit or the line total. The other box fills in. The bar at the bottom shows products, units, total cost, and estimated profit.

Add order details

These are optional: purchase date, order number, and a note. The date starts as today.

Save

Click Record. Each product becomes its own purchase row. Rows from the same checkout stay linked as a combo order.

Cost per unit is the landed cost: the product price plus its share of shipping and tax. The shipping and tax boxes in the edit sheet are for reference only. They do not add to your spend.

A prospect with no saved buy cost starts with an empty cost box. Type a cost before you save, or 0 if the item was free.

Record purchase sheet with the Pick and Costs steps — The Record purchase sheet

Order statuses

Each order has one status.

Status	What it means
Ordered	You placed the order. The goods have not shipped yet.
Shipped	An old status. The goods are on the way. Old rows only.
Partial Received	Some units arrived. Open the status to update the count.
Received	Every unit is counted in. The next step is Sent to FBA.
Prepped	An old status. Rows stay here until you mark them Sent to FBA.
Sent to FBA	You sent the goods to Amazon. They are inbound or live.
Cancelled	The order is cancelled. Restore it to bring it back.

Change a status

Click the status chip on a row. Under Move to, the menu lists Ordered, Partial Received, Received, and Sent to FBA. Pick any of them in any order. Shipped and Prepped are old stops. Old rows can sit there, but you cannot move a row into them. The menu has these other items.

Item	What it does
Order details…	Opens the Edit purchase sheet. Change the order details, payment method, shipping, tax, tracking number, and each line’s quantity and cost. Click Save Changes.
Record what arrived	Opens the count dialog. Once a count exists, it reads Update received count.
Split a product out	Combo orders only. Gives one product its own order with the same date, store, and order number.
Cancel	Sits at the bottom. Confirm with Cancel purchase. The linked prospect goes back to active in your Vault.
Restore purchase	Shows on a cancelled row. Brings the order back.

In the default layout, a toast says “Moved to” the new status, with an Undo button. Cancelled rows are hidden by default. In the classic layout, tick Show cancelled to see them.

Receive items and record a shortfall

Open the count dialog

Click the status chip and choose Record what arrived. Picking Partial Received opens the same dialog.

Count each line

Type how many units of each product arrived. Click All to fill one line, or Receive all to fill every line. The tally at the top shows units received out of units ordered, and how many are “still out”.

Save

Click Save count. If every unit is in, the button reads Save and mark Received and the order moves to Received. A short count sets it to Partial Received. An order already at Received, Prepped, or Sent to FBA keeps its status.

Record a shortfall

Sometimes units never come. Under that line, click Resolve with the number missing. Pick what happened and set how many units. Add a refund if the store gave money back, and a note if you want. Click Save. Those units stop counting as missing and move to the Write-offs tab. If units arrived and then got lost or broken before FBA, click Report lost units… instead.

Kind	Use it when
Short-shipped	The store sent fewer units than you ordered.
Damaged on arrival	Units arrived broken.
Returned to store	You sent units back to the store.
Written off	The units are gone for some other reason.
Lost before FBA	Units came in, then went missing before FBA.
Damaged after receipt	Units came in fine, then got damaged before FBA.

The first four are for units that never came in. The last two are for units you counted in and then lost.

Write-offs here are store-side only. Units lost or damaged at Amazon are tracked in Capital Recovery.

The default layout

The default layout is a desk built around the order lifecycle.

Part	What it does
Spend strip	Spend for Today, Week, and Month, with a small pulse of recent daily spend.
Pipeline tiles	Four tiles: Ordered, Partial Received, Received, and Sent to FBA. Each counts orders. The Partial Received tile counts units received out of units ordered. Click a tile to filter the table. Click it again to clear. Old Shipped rows count under Ordered. Old Prepped rows count under Received.
Attention line	When Amazon’s counts do not match yours, a line says “Amazon’s books do not foot on” some number of products. Click Reconcile → to open the reconcile view below.
Search box	Finds a product, ASIN, store, or order number.
Group by ASIN lens	One row per product with all its orders inside. Expand a row to see them.
Combo orders lens	Only orders with more than one product from the same checkout.
Needs review lens	Rows an import filled in with a default value. Once you type the real cost, the mark goes away.
Dated filter	Pills for All time, Today, Last 30d, This month, and Last month, plus from and to date boxes.
Table filter	Switches between Simple and Advanced.
Columns	Purchase Date, Qty, Pipeline, Product, Cost, Expected Profit, Current Profit, and Source. Advanced adds three Amazon columns: Sent, Amazon in, and Received. Simple hides them. The column picker can also turn on Amazon holds and Reconcile.
Row menu	Update received count and Cancel purchase.

Purchases filter panel with date pills and table density — The filter panel

Reconcile and uncounted units

Two banners can sit above the table.

Banner	What it shows
”Viewing products whose Amazon books do not foot”	Opens when you click Reconcile →. The table groups by ASIN and shows only those products. A chip marks each kind of gap: Forgot to mark Sent?, Fewer at the dock, Amazon recorded more inbound, You marked more Sent, Counts missed, and Never arrived. Click the X to clear. See the reconcile reference for what each chip means.
”Viewing orders with uncounted units - marked done, counts short”	Orders marked Received or Sent to FBA whose count is short. The Command desk links here.

The classic layout

Add ?classic=1 to the page address for the classic table. Add ?ops=1 to go back.

Classic purchases table with status chips — The classic layout

Part	What it does
Spend strip	Today, Week, and Month. When you set a date range, the third figure shows that range instead.
By Order / By Product	A toggle that switches the table view.
Filter panel	A Status dropdown, the Dated pills, and three checkboxes: Show cancelled, Needs review, and Uncounted units.
Order columns	Purchase Date, Qty, Status, Product, Cost, Expected Profit, Current Profit, and Source.
Product columns	Orders, Qty, Status, Product, Total Cost, Expected Profit, and Current Profit.
Line items	An order with several products can expand. The drawer lists each line with its quantity, cost each, and line total. When counts are on, it also shows units in.
Record Purchase	A two-step form: Select Products from your Vault, then Record Purchase to enter order details.
Row ticks	Tick rows to select them. A bar offers Delete and Export with the count, plus Clear. When a whole page is ticked, you can select all rows that match your filters.

Deleting is permanent. The linked prospects go back to active. Orders with synced Amazon recovery history are kept on the first pass. A second dialog asks if you want to destroy that history too.

Write-offs tab

This tab is the shortfall ledger. It lists every unit that never became sellable stock on the store side. Columns are Date, Product, What happened, Units, Cost, Refunded, and Net loss. A Total row sums the bottom. You can remove a row you added by mistake.

Write-offs ledger with units, cost, refund, and net loss — The Write-offs tab

Import from Amazon tab

This tab pulls your Amazon sales history so you do not type old orders by hand.

Scan

Click Scan my Amazon history. You need a connected Amazon seller first. The scan looks back about 24 months and can take a few minutes. You can leave and come back.

Review candidates

Each product Amazon knows about is a row. Amazon fills in what it knows. You type the quantity you bought, the landed unit cost, and the purchase date. A row needs all three. The quantity must be at least the number Amazon shows as sold.

Skip or restore

Click Skip on a row you do not want. It gets a Skipped badge and hides unless you tick Include skipped items. Click Restore to bring it back. A row that already matches a purchase shows In Purchases. An imported row shows Imported.

Import

Tick the rows you want and click Import selected. A dialog shows the count and total cost. Click Confirm. The new purchases go to Purchase Orders and Capital Recovery.

Import CSV and Export

The Record Purchase button has a small menu. Import CSV opens a panel where you upload a file and map its columns. Quantity defaults to one unit per row. A row with no cost imports at $0. A row with no date is dated today. Both get a needs-review mark. Export downloads a CSV of the rows that match your filters. If nothing matches, a toast says “Nothing to export”. Export is a paid feature on some plans.

Get started

The desk

Source

Operate

Reference

The receipts headline

Record a purchase